Maximizing Efficiency and Minimizing Costs: How to Rightsize Your Copiers for Optimal Print Solutions

Are you tired of overspending on copiers that don’t meet your print needs? Do you find yourself constantly running out of toner or dealing with frequent breakdowns? It’s time to take control of your printing costs and find the perfect copier that matches your budget. In this article, we will explore the concept of rightsizing your copiers and how it can help you optimize your printing expenses. From understanding your print needs to evaluating the total cost of ownership, we will provide you with practical tips and insights to ensure you make the right choice for your business.

When it comes to copiers, bigger is not always better. Many businesses make the mistake of purchasing high-capacity copiers that far exceed their actual print requirements. This leads to unnecessary expenses in terms of upfront costs, maintenance, and supplies. On the other hand, opting for a copier that is too small for your needs can result in productivity bottlenecks and frustration among employees. The key is to find the right balance between your print volume and your budget. In this article, we will guide you through the process of rightsizing your copiers, starting with assessing your print needs and understanding the different types of copiers available in the market. We will also discuss the importance of considering the total cost of ownership, including factors such as maintenance, supplies, and energy consumption. By the end of this article, you will have the knowledge and tools to make an informed decision and optimize your printing expenses.

Key Takeaways:

1. Assess your print needs: Before purchasing or upgrading copiers, it’s crucial to evaluate your organization’s print needs. Consider factors such as the volume of printing, types of documents, and required features. This assessment will help you determine the right copier size and functionalities for your budget.

2. Optimize efficiency and cost: Rightsizing your copiers involves finding the balance between meeting your printing requirements and minimizing costs. Consider implementing print management software, duplex printing, and other cost-saving measures to optimize efficiency and reduce waste.

3. Explore leasing options: Leasing copiers can be a cost-effective solution for organizations with budget constraints. Leasing agreements often include maintenance and support, allowing you to access the latest technology without a substantial upfront investment. Evaluate leasing terms and compare them to purchasing options to make an informed decision.

4. Consider future growth: When choosing a copier, it’s important to consider your organization’s future growth. Select a copier that can accommodate increased printing demands without requiring frequent upgrades. This forward-thinking approach will save you money in the long run.

5. Regularly review and adjust: Print needs and budgets can change over time, so it’s essential to regularly review your copier usage and costs. Analyze printing patterns, track expenses, and adjust your copier setup accordingly. This ongoing evaluation will help you identify opportunities for further rightsizing and cost optimization.

The Rise of Managed Print Services

One emerging trend in the world of copiers and printing is the increasing popularity of managed print services (MPS). This approach involves outsourcing the management of printing devices and processes to a third-party provider. With MPS, businesses can streamline their printing operations, reduce costs, and improve overall efficiency.

Managed print services offer a range of benefits for organizations of all sizes. Firstly, they help businesses optimize their printing infrastructure by assessing their current needs and recommending the right mix of devices to meet those needs. By rightsizing their copiers, organizations can avoid overpaying for unnecessary features or underutilizing their equipment.

In addition to optimizing the hardware, MPS providers also help manage the software and workflow processes associated with printing. They can implement print rules and policies to reduce waste, track usage, and enforce security measures. By centralizing print management, organizations can gain better control over their printing environment and reduce costs.

Another advantage of MPS is the ability to proactively monitor and maintain printing devices. MPS providers can remotely monitor the performance and status of copiers, ensuring that they are always running smoothly. They can also automatically order supplies when they run low, eliminating the need for manual inventory management.

The future implications of the rise of managed print services are significant. As businesses continue to focus on cost reduction and efficiency, MPS will become an essential tool in achieving these goals. The market for MPS is expected to grow rapidly in the coming years, with more organizations recognizing the benefits of outsourcing their print management.

Furthermore, as printing technology continues to evolve, MPS providers will play a crucial role in helping businesses adapt. With the rise of cloud-based printing solutions and mobile printing, organizations will need the expertise of MPS providers to navigate these new technologies and integrate them into their workflows.

The Shift Towards Digitalization

Another emerging trend in rightsizing copiers is the shift towards digitalization. With advancements in technology, businesses are increasingly moving towards digital workflows, reducing their reliance on physical documents and printing.

Digitalization offers several advantages over traditional paper-based processes. Firstly, it eliminates the need for physical storage space and reduces the costs associated with printing, scanning, and filing documents. By digitizing documents, businesses can save time and money while improving accessibility and collaboration.

Rightsizing copiers in the context of digitalization involves assessing the printing needs of an organization and determining the most efficient way to handle document management. This may include implementing document management systems, electronic signatures, and workflow automation tools.

Furthermore, as businesses embrace remote work and flexible working arrangements, the demand for digital solutions will continue to grow. With employees working from different locations and devices, organizations will need to ensure that their printing infrastructure can support these new ways of working.

The future implications of the shift towards digitalization are vast. As businesses become more reliant on digital workflows, the need for physical printing will decrease. This will further drive the adoption of managed print services, as organizations will require expertise in managing both digital and physical documents.

Additionally, the rise of digitalization opens up new opportunities for innovation in the copier industry. Manufacturers will need to develop copiers that integrate seamlessly with digital workflows, offering features such as cloud connectivity, mobile printing, and advanced document management capabilities.

Sustainability and Green Printing

With increasing awareness of environmental issues, sustainability has become a key consideration for businesses. This trend is also influencing the rightsizing of copiers, with organizations looking for more eco-friendly printing solutions.

Green printing involves reducing the environmental impact of printing operations by using energy-efficient devices, recycled paper, and implementing sustainable printing practices. Rightsizing copiers in the context of sustainability means finding the right balance between meeting printing needs and minimizing waste.

One way organizations are achieving this is by implementing print rules and policies to reduce unnecessary printing. By encouraging double-sided printing, setting default print settings to draft mode, and promoting digital alternatives, businesses can significantly reduce paper waste and energy consumption.

Furthermore, organizations are increasingly opting for energy-efficient copiers that have earned environmental certifications such as ENERGY STAR. These devices consume less energy during operation and standby mode, helping businesses reduce their carbon footprint.

The future implications of sustainability in copier rightsizing are promising. As businesses prioritize sustainability, there will be a growing demand for copiers that are designed with the environment in mind. Manufacturers will need to invest in research and development to create more energy-efficient devices and develop innovative recycling programs for copier consumables.

Moreover, the shift towards sustainability presents an opportunity for managed print services providers to offer eco-friendly solutions. MPS providers can help organizations track and reduce their environmental impact by providing detailed reports on printing usage, implementing sustainable practices, and recommending green printing alternatives.

Section 1: Assessing Your Print Needs

Before you can determine the right size of copiers for your business, it is essential to assess your print needs accurately. Start by analyzing your current printing volume and the types of documents you frequently print. Consider factors such as the number of employees who regularly use the copiers, the average number of pages they print per day, and the specific requirements of different departments, if applicable.

For example, the marketing department might require high-quality color prints for promotional materials, while the accounting department might primarily need black and white prints for invoices and financial reports. By understanding your print needs in detail, you can avoid overspending on copiers with features you don’t require or underspending on machines that cannot keep up with your printing demands.

Section 2: Analyzing Cost-Per-Page

One crucial factor in rightsizing your copiers is analyzing the cost-per-page. This metric helps you understand the ongoing expenses associated with printing, including ink or toner, maintenance, and repairs. Different copiers have varying cost-per-page rates, so it is essential to compare these figures when making a purchasing decision.

Consider a scenario where Copier A costs less upfront but has a higher cost-per-page compared to Copier B, which has a higher initial investment but lower ongoing costs. In this case, it might be more cost-effective to choose Copier B, especially if you have a high print volume. Analyzing the cost-per-page can help you make a more informed decision and avoid unexpected expenses down the line.

Section 3: Understanding Copier Features

Copiers come with a wide range of features, and understanding which ones are essential for your business can help you rightsize your copiers effectively. Some common features to consider include duplex printing (printing on both sides of the paper), automatic document feeders (for scanning or copying multiple pages at once), and finishing options (such as stapling or hole punching).

For example, if your business frequently prints double-sided documents, investing in copiers with duplex printing capabilities can significantly reduce paper usage and costs. On the other hand, if your printing needs primarily involve single-sided documents, prioritizing other features might be more appropriate. By carefully evaluating the features that align with your requirements, you can avoid overspending on unnecessary functionalities.

Section 4: Evaluating Scalability

When rightsizing your copiers, it is crucial to consider the scalability of your printing needs. As your business grows, your print volume may increase, and you need copiers that can accommodate this growth without the need for frequent upgrades or replacements.

Look for copiers that offer scalability options, such as expandable paper trays or the ability to add additional paper drawers. These features allow you to increase your printing capacity as needed, ensuring your copiers can keep up with your business’s growth. By evaluating the scalability of copiers, you can make a more future-proof investment.

Section 5: Considering Energy Efficiency

In today’s environmentally conscious world, energy efficiency is an important consideration when rightsizing your copiers. Energy-efficient copiers not only reduce your carbon footprint but also help you save on energy costs in the long run.

Look for copiers with energy-saving features, such as automatic sleep mode or power-saving settings. These features ensure that the copiers consume less energy when not in use, resulting in significant savings over time. Additionally, some copiers have earned Energy Star certification, indicating their high level of energy efficiency. Considering energy efficiency can help you make a sustainable choice while optimizing your budget.

Section 6: Case Study: Company X’s Copier Rightsizing Success

Examining real-life examples can provide valuable insights into how rightsizing copiers can benefit businesses. Company X, a mid-sized marketing agency, recently underwent a copier rightsizing project and achieved significant cost savings.

By carefully assessing their print needs, Company X identified that their previous copiers were oversized, leading to unnecessary expenses. They downsized their copiers to models that aligned with their actual printing volume and requirements. As a result, they reduced their monthly copier expenses by 30% and experienced improved efficiency in their printing processes.

This case study highlights the importance of rightsizing copiers and showcases the potential financial benefits it can bring to businesses.

Section 7: Tips for Negotiating with Copier Vendors

When purchasing or leasing copiers, negotiating with vendors can help you secure the best deal for your budget. Here are some tips to consider:

  1. Research multiple vendors and compare their offerings to leverage competitive pricing.
  2. Ask for a detailed breakdown of costs, including initial investment, ongoing expenses, and any additional fees.
  3. Consider leasing options, which can provide flexibility and potentially lower upfront costs.
  4. Explore maintenance and service agreements to ensure your copiers receive timely support and repairs.
  5. Don’t hesitate to negotiate on pricing, especially if you have done thorough research and can justify your budgetary constraints.

Section 8: Monitoring and Adjusting as Needed

Rightsizing your copiers is not a one-time task; it requires ongoing monitoring and adjustment to ensure optimal efficiency and cost-effectiveness. Regularly review your print volume, assess your copiers’ performance, and make adjustments as needed.

If you notice a significant increase in print volume, it might be time to consider upgrading or adding copiers to meet the demand. Conversely, if your print needs decrease, downsizing or consolidating copiers can help you save on expenses. By staying vigilant and proactive, you can continuously optimize your copier fleet to match your budget and printing requirements.

Understanding Print Volume

Print volume refers to the number of pages a copier can produce within a specific time frame. It is an essential factor to consider when rightsizing your copiers to match your print needs and budget. By analyzing your print volume, you can determine the appropriate copier capacity that will optimize efficiency and minimize costs.

Assessing Current Print Volume

The first step in rightsizing your copiers is to assess your current print volume. You can do this by analyzing your past printing history and gathering data on the number of pages printed per month or year. This data will give you a baseline understanding of your organization’s printing needs.

It’s important to consider both the average and peak print volumes. The average print volume represents the typical number of pages printed in a given period, while the peak print volume reflects the highest number of pages printed during a specific time, such as during busy seasons or special projects.

Predicting Future Print Volume

Predicting future print volume is crucial for rightsizing your copiers. Factors such as business growth, changes in workflow, and technological advancements can impact your printing needs over time. By considering these factors, you can make informed decisions about the copier capacity required to meet your future print demands.

One approach to predicting future print volume is to analyze historical data and identify any trends or patterns. For example, if your print volume has been steadily increasing over the past few years, you can reasonably expect a similar growth rate in the future. Additionally, considering any upcoming projects or changes in your organization can help estimate future print volume.

Choosing the Right Copier Capacity

Once you have a clear understanding of your print volume, you can begin matching it to the appropriate copier capacity. Selecting the right copier capacity ensures that your printing needs are met without overspending on unnecessary features or underutilizing a copier’s capabilities.

Matching Print Volume to Copier Speed

Copier speed, measured in pages per minute (ppm), is a key factor in determining the appropriate copier capacity. It is essential to choose a copier with a speed that aligns with your average and peak print volumes.

If your print volume is relatively low, a copier with a lower ppm may be sufficient. However, if your print volume is high or you frequently have peak periods with increased printing demands, a copier with a higher ppm is necessary to maintain productivity and avoid bottlenecks.

Considering Paper Handling and Tray Capacity

In addition to copier speed, it’s important to consider the paper handling capabilities and tray capacity of a copier. Paper handling refers to the copier’s ability to handle different paper sizes, weights, and types. Tray capacity refers to the number of sheets a copier can hold at once.

If your organization frequently prints on different paper sizes or types, it’s crucial to choose a copier that can accommodate these requirements. Similarly, if you have high print volumes or frequently print large documents, selecting a copier with a larger tray capacity will reduce the need for frequent paper refills and improve overall efficiency.

Cost Considerations

When rightsizing your copiers, it’s important to balance your print needs with your budget. Choosing a copier with the appropriate capacity will help optimize your printing costs and avoid unnecessary expenses.

Capital and Operating Costs

When evaluating copier options, consider both the capital and operating costs. The capital cost refers to the initial investment required to purchase or lease the copier, while the operating costs include ongoing expenses such as maintenance, supplies, and energy consumption.

Choosing a copier with the right capacity can help minimize both capital and operating costs. Oversized copiers may have higher upfront costs and require more expensive maintenance and supplies. On the other hand, undersized copiers may result in frequent breakdowns or increased downtime, leading to higher operating costs in the long run.

Energy Efficiency

Energy efficiency is another important cost consideration when rightsizing your copiers. Copiers with higher capacities generally consume more energy. By selecting a copier that matches your print volume, you can minimize energy waste and reduce your environmental footprint.

Look for copiers with energy-saving features such as sleep mode or automatic power-off. These features can significantly reduce energy consumption during periods of inactivity, further optimizing cost savings.

By understanding your print volume, choosing the right copier capacity, and considering cost implications, you can effectively rightsize your copiers to match your print needs and budget. Taking the time to analyze your printing requirements and make informed decisions will help optimize efficiency, reduce costs, and improve overall productivity in your organization.

Case Study 1: Reducing Costs and Increasing Efficiency

In a large corporate office, the printing costs were skyrocketing due to the excessive use of copiers. The company decided to implement a rightsizing strategy to match their print needs to their budget.

After conducting a thorough print audit, it was discovered that many employees were using high-end copiers for simple printing tasks. By rightsizing their copiers, the company was able to replace these high-end machines with smaller, more cost-effective models in areas where heavy printing was not required.

As a result, the company was able to reduce their monthly copier lease expenses by 40%. The smaller copiers were also more energy-efficient, leading to a decrease in electricity costs. Additionally, the employees found the new copiers easier to use, which increased productivity and reduced the time spent on printing-related tasks.

Case Study 2: Streamlining Workflow and Improving Document Security

A medium-sized law firm was struggling with an inefficient printing workflow and concerns about document security. They decided to implement a rightsizing approach to address these issues.

The firm identified that they had too many copiers spread across different departments, causing confusion and delays in document retrieval. By rightsizing their copiers, they consolidated their printing infrastructure into a central location, making it easier for employees to access and manage their printing needs.

In addition to streamlining workflow, the firm also upgraded their copiers to models with enhanced document security features, such as user authentication and encryption. This helped protect sensitive client information and ensured compliance with data protection regulations.

As a result of the rightsizing initiative, the law firm experienced a 30% increase in overall productivity. The centralized printing environment reduced the time spent searching for printers and waiting for print jobs, allowing employees to focus more on their core tasks. The enhanced document security measures also provided peace of mind to both the firm and their clients.

Success Story: Small Business Maximizes Cost Savings

A small marketing agency was struggling to keep up with the high costs of printing and copying. They decided to explore rightsizing options to match their print needs to their budget.

After analyzing their printing requirements, the agency realized that they were using copiers with excessive features and capabilities that they didn’t actually need. By rightsizing their copiers, they were able to downgrade to more affordable models that still met their essential printing needs.

The cost savings were significant for the small business. They were able to reduce their monthly copier expenses by 50%, allowing them to allocate those funds to other areas of their business. The agency also noticed a decrease in maintenance and repair costs as the new copiers were more reliable and required less frequent servicing.

Furthermore, the agency implemented print management software to track and control their printing activities. This helped them identify areas where further cost savings could be achieved, such as reducing unnecessary color printing and implementing duplex printing for double-sided documents.

Overall, the rightsizing initiative allowed the small marketing agency to maximize their cost savings without compromising on the quality of their printed materials.


1. What does it mean to rightsize your copiers?

Right sizing your copiers means finding the right balance between your organization’s print needs and your budget. It involves assessing your current printing requirements and determining the most cost-effective copier solution that meets those needs.

2. How do I determine my organization’s print needs?

To determine your organization’s print needs, you should analyze your current printing volume, the types of documents you print, and any specific requirements you may have, such as color printing or large format printing. You can also consult with your employees to understand their printing habits and requirements.

3. What factors should I consider when right sizing my copiers?

When right sizing your copiers, you should consider factors such as your organization’s print volume, the types of documents you print, your budget, and any future growth or changes in printing needs. Additionally, you should evaluate the copier’s features, such as speed, print quality, and additional functionalities.

4. How can right sizing my copiers help me save money?

Right sizing your copiers can help you save money by ensuring you are not overpaying for copier features or capabilities that you do not need. By accurately matching your print needs to the copier’s capabilities, you can avoid unnecessary expenses and optimize your printing costs.

5. What are the risks of not right sizing my copiers?

If you do not right size your copiers, you may end up with copiers that are too small to handle your organization’s printing volume or copiers that are too large and costly for your needs. This can result in inefficient use of resources, increased printing costs, and potential bottlenecks in your printing workflow.

6. Should I lease or purchase copiers when right sizing?

Whether you should lease or purchase copiers when right sizing depends on your organization’s specific circumstances. Leasing can provide flexibility and lower upfront costs, while purchasing can offer long-term cost savings. Consider factors such as your budget, printing needs, and the availability of maintenance and support services.

7. How often should I reassess my copier needs?

It is recommended to reassess your copier needs periodically, especially if there are changes in your organization’s printing requirements or if you notice inefficiencies or increased costs. Reassessing your copier needs annually or when there are significant changes in your organization can help you ensure you are always optimizing your printing resources.

8. Should I consider managed print services when right sizing my copiers?

Managed print services can be beneficial when right sizing your copiers. These services can help you analyze your printing needs, recommend the most suitable copier solutions, and provide ongoing support and maintenance. Managed print services can also help you optimize your printing infrastructure and reduce costs.

9. How can I estimate my organization’s printing volume?

To estimate your organization’s printing volume, you can track the number of pages printed on a weekly or monthly basis. You can also consider using print management software or consulting with a managed print service provider to obtain more accurate data on your printing volume.

10. What are some copier features that I should consider?

When right sizing your copiers, you should consider features such as print speed, print quality, paper handling capabilities, connectivity options, and additional functionalities like scanning and faxing. Assessing your organization’s specific requirements will help you determine which features are essential and which ones can be omitted to optimize your budget.

Common Misconceptions about

Misconception 1: Bigger copiers are always better

One common misconception when it comes to rightsizing your copiers is that bigger is always better. Many people believe that investing in a larger copier will automatically lead to increased productivity and cost savings. However, this is not always the case.

While larger copiers may have higher printing speeds and capacity, they also come with a higher price tag. If your organization does not have a high volume of printing needs, investing in a larger copier may be unnecessary and result in wasted resources.

Rightsizing your copiers involves analyzing your actual printing needs and finding the right balance between capacity and cost. By accurately assessing your printing volume, you can choose a copier that meets your needs without overspending on features you don’t require.

Misconception 2: Buying a copier is a one-time expense

Another misconception is that buying a copier is a one-time expense. Many organizations fail to consider the long-term costs associated with copier ownership, such as maintenance, supplies, and repairs.

When rightsizing your copiers, it is essential to consider the total cost of ownership (TCO) rather than just the initial purchase price. A smaller copier with lower upfront costs may have higher maintenance and supply expenses, resulting in higher overall costs in the long run.

On the other hand, investing in a higher-quality copier with better reliability and lower maintenance requirements can lead to significant cost savings over time. By carefully evaluating the TCO, you can make an informed decision that aligns with your budget and printing needs.

Misconception 3: All copiers are created equal

Many people assume that all copiers are essentially the same and that any model will meet their printing needs. However, this is far from the truth.

Rightsizing your copiers involves considering the specific features and capabilities required for your organization. Different copiers offer various functionalities, such as double-sided printing, scanning, or advanced document management systems. Choosing a copier that lacks the necessary features can hinder productivity and efficiency.

Additionally, copiers vary in terms of reliability, speed, and print quality. Investing in a reputable brand and model can ensure consistent performance and minimize downtime due to technical issues.

Furthermore, the compatibility of copiers with your existing IT infrastructure is crucial. Integration with your network, compatibility with operating systems, and support for printing protocols are all factors to consider when rightsizing your copiers.

By carefully evaluating the specific requirements of your organization, you can choose a copier that not only fits your budget but also enhances productivity and meets your printing needs.


Matching your print needs to your budget is essential for any business looking to optimize their printing processes. In this article, we have explored the concept of rightsizing your copiers and discussed the key factors to consider when determining the appropriate size and capacity for your printing requirements.

We have learned that conducting a thorough assessment of your printing needs is the first step in rightsizing your copiers. By analyzing your print volume, frequency, and quality requirements, you can identify the right balance between efficiency and cost-effectiveness. Additionally, considering future growth and technological advancements can help ensure that your copiers will continue to meet your needs in the long run.

Furthermore, we have discussed the importance of evaluating your budget and understanding the total cost of ownership (TCO) associated with different copier options. By considering factors such as initial investment, maintenance, and consumables, you can make informed decisions that align with your financial capabilities.

Ultimately, rightsizing your copiers can lead to significant cost savings, increased productivity, and improved sustainability. By matching your print needs to your budget, you can optimize your printing processes and make more informed decisions when it comes to investing in copier technology.